Method and system for updating attachment files

ABSTRACT

A method of updating a file attached to an electronic document can include attaching a file to an electronic document and storing a reference to the attached file. The reference can specify a location from which the attached file was obtained. Responsive to a user input, the attached file can be replaced with a file specified by the reference. The attached file also can be updated from newly specified locations.

BACKGROUND OF THE INVENTION

[0001] 1. Technical Field

[0002] This invention relates to the field of electronic documentprocessing, and more particularly, to the manipulation of attachmentfiles.

[0003] 2. Description of the Related Art

[0004] Presently, many software applications are capable of attachingcopies of files to electronic documents. Common examples of suchsoftware systems include, but are not limited to, electronic mailsystems, database systems, as well as collaborative systems such asLotus Notes (TM). Once a file is attached to an electronic document, thefile as well as the document can be transmitted over a computercommunications network to other computer systems. Alternatively,multiple users can access the attached file using suitable collaborativesoftware, typically over a computer communications network, aspreviously described.

[0005] Conventional software systems can manipulate attached files inseveral ways. For example, the attached file can be viewed with a fileviewer, launched or processed by another application, detached from theelectronic document and stored as a local file, or in the case of aprogram file, can be executed. Though a copy of a file can be attachedto an electronic document, the original file may be updated from time totime. Presently, to attach an updated copy of an attached file to anelectronic document, the original attached file first must be deleted ordetached from the electronic document. Next, the user must select anattachment option to attach a copy of the updated version of theoriginally attached file. The user then can specify a file and thelocation of the file to be attached to the electronic document. Thistedious, multi-step process can involve approximately 3 to 6 steps usingconventional software systems, especially if responses to confirmatorymessages for deletions or other actions are included. The problemfurther is exacerbated in the case where multiple attached files must beupdated.

SUMMARY OF THE INVENTION

[0006] The invention provides a method and system for updating filesattached to electronic documents. The present invention enables a userto update an attached file to a more recent version of the file withouthaving to manually delete or remove the attached file from theelectronic document, and then re-attach a copy of a more recent versionof the originally attached file. The invention further can be used toreplace an existing attachment with a different file. As such, thepresent invention can be used in conjunction with electronic mailsystems, database systems, collaborative systems, or any other system inwhich files can be attached to electronic documents.

[0007] One aspect of the present invention can include a method ofupdating a file attached to an electronic document. The method caninclude attaching a file to an electronic document. For example, theattaching step can include making a copy of the file to be attached andincluding the copy of the file with the electronic document.Alternatively, the actual file can be included with the electronicdocument. A reference to the attached file can be stored. For example,the reference can be stored within the electronic document or can bestored within the attached file itself. The reference can specify alocation from which the file was obtained. The reference can specify afully qualified location of the attached file as well as a filename. Thelocation can be a local or remote location. For example, the locationcan be specified as a host and/or filename as well as a uniform resourcelocator (URL). In one embodiment, the location can be extracted fromwithin the electronic document to which the file is attached. Responsiveto a user input, the attached file can be replaced with a file specifiedby the reference, for example a different file or an updated version ofthe originally attached file. Notably, the replacing step can replacethe attached file responsive to a single user command.

[0008] If the replacing step is unsuccessful, or if the user so chooses,a new location of the file to be used in the updating step can berequested. Accordingly, another embodiment of the present invention caninclude, prior to the step of replacing the attached file, replacing thereference with a second user specified reference. The second referencecan specify a different location of a file to be used in the replacingstep. In any case, the method further can include displaying thelocation of the attached file.

[0009] Another aspect of the present invention can include a system forupdating a file attached to an electronic document. The system caninclude a capture processor configured to capture and store the locationof an attached file, a graphical user interface configured to display atleast one option for updating the attached file from a particularlocation; and a replacement processor configured to replace the attachedfile with a file specified by a stored reference. The capture processorfurther can be configured to display the location of the attached file.Also, the options for updating the attached file can include updatingthe attached file from a default location and updating the attached filefrom a new location.

[0010] Another aspect of the present invention can include a graphicaluser interface configured to update a file attached to an electronicdocument. The graphical user interface can include at least one optionfor updating the attached file from a particular location. The optionsfor updating the attached file can include updating the attached filefrom a default location and updating the attached file from a newlocation.

BRIEF DESCRIPTION OF THE DRAWINGS

[0011] There are shown in the drawings, embodiments which are presentlypreferred, it being understood, however, that the invention is notlimited to the precise arrangements and instrumentalities shown.

[0012]FIG. 1 is a schematic diagram illustrating a system for updatingfiles attached to electronic documents.

[0013]FIG. 2 depicts an exemplary GUI for updating an attachment inaccordance with the inventive arrangements disclosed herein.

[0014]FIG. 3 depicts another exemplary GUI for updating an attachment inaccordance with the inventive arrangements disclosed herein.

[0015]FIG. 4 depicts an exemplary GUI for displaying a default locationin accordance with the inventive arrangements disclosed herein.

[0016]FIG. 5 is a flow chart illustrating a method of attaching a fileto an electronic document in accordance with the inventive arrangementsdisclosed herein.

[0017]FIG. 6 is a flow chart illustrating a method of updating a file inan electronic document in accordance with the inventive arrangementsdisclosed herein.

DETAILED DESCRIPTION OF THE INVENTION

[0018] The invention provides a method and system for updating filesattached to electronic documents. In particular, the present inventionenables a user to update an attached file to a more recent version ofthe file without having to manually delete or remove the attached filefrom the electronic document and then re-attach a more recent copy ofthe originally attached file. Accordingly, the present inventionprovides an efficient method and system for updating files attached toelectronic documents.

[0019]FIG. 1 is a schematic diagram illustrating a system 100 forupdating files attached to electronic documents. As shown in FIG. 1, anelectronic document 105 having a file 110 attached thereto, can beprocessed by the system 100. Specifically, file 110 can be removed andan updated copy of file 110, in this case file 115, can be attached tothe electronic document 105 in place of file 110. The file 115 can beobtained from any of a variety of data stores communicatively linked tosystem 100 such as data stores 120. Notably, the specific location offile 115 can be stored within the electronic document 105, the system100, or alternatively can be newly specified by a user.

[0020] The system 100 can include a capture processor 125, a replacementprocessor 130, a graphical user interface (GUI) 215, as well as optionaldata 135. As specified by the user when a file is attached to theelectronic document 105, the capture processor 125 can identify andstore the location and the filename of the file attachment 110collectively as a default location. The default location can include thefully qualified location and can be a local or remote location. Forexample, the location can be specified as a host and/or filename as wellas a uniform resource locator (URL). The default location can be storedin the optional data 135, can be included within the electronic document105 to which the file 110 is attached, or can be stored within theattached file 110 itself. For example, the default location can bestored within an email, a markup language document, or other electronicdocument having an attachment. The capture processor 125 further can beconfigured to display the fully qualified location or any portionthereof within a GUI, within the electronic document 105, or within aviewer used to display the electronic document 105.

[0021] The replacement processor 130 can be configured to present one ormore GUIs, for example GUI 215, which can provide options such asupdating one or more attached files 110 from a default location and/orupdating one or more attached files from new locations. The replacementprocessor 130, responsive to a user request to update an attached file,can remove file 110 from the electronic document 105, and attach anupdated version 115 of the attached file to the electronic document 105from the default location. Notably, the default location can be alteredby the user such that the updated file 115 can be obtained from adifferent location than the originally attached file 110.

[0022] Although system 100 is depicted as a standalone applicationprogram, those skilled in the art will recognize that system 100 can beincluded as a component of a larger system. For example, the system 100can be included within a electronic mail program or system, a databaseprogram or system, a collaboration program or system, or the like.

[0023]FIG. 2 depicts one embodiment of the GUI 215 for updating anattachment in accordance with the inventive arrangements disclosedherein. Referring to FIG. 2, GUI 215 can include one or more menuoptions for manipulating attachments to an electronic document. The GUI215 can include conventional attachment menu items 220 which includeviewing an attachment, detaching the attachment, as well as launchingthe attachment in a designated application. The GUI 215 further caninclude a menu item 225 for updating an attachment from the defaultlocation. Accordingly, upon selection of menu option 225, an updatedversion of the attached file can be obtained from the default location,in this case the location of the originally attached file. The attachedfile then can be replaced with the updated version of the attached file.

[0024]FIG. 3 depicts another embodiment of the GUI 215 in accordancewith the inventive arrangements disclosed herein. As shown in FIG. 3, amenu item 230 for updating an attached file from a location other thanthe default location is provided. For example, upon selection of menuitem 230, a file menu dialog can be presented wherein the user canspecify the new location of the updated version of the attached file.Once specified, the new location can be stored as the default locationof the attached file.

[0025]FIG. 4 depicts another embodiment of the GUI 215 for updating anattachment in 5 accordance with the inventive arrangements disclosedherein. The GUI 215 includes many of the same menu items as previouslydiscussed. An additional menu item 235 has been included in the GUI 215for displaying the current default location of the attached file. Thisfeature can be particularly useful when distinguishing among severalversions of an attached file which may exist throughout a network orlarger computer system. Accordingly, upon selecting menu item 235, thedefault location of a selected attached file can be displayed.Alternatively, the default location of the attached file can bepassively displayed under an icon representing the attached file.

[0026] If more than one attached file is selected, the location of eachselected file can be displayed. In one embodiment of the presentinvention, the locations can be listed one beneath the other, such thatthe ordering coincides in some manner with the ordering of the attachedselected files. For example, left to right ordering of attached fileicons can be translated to a top to bottom ordering of the filelocations. Alternatively, the default location can be displayedautomatically whenever a pointer passes over an icon representing theattached file. In any case, the invention is not so limited to theparticular manner in which file locations are to be displayed.

[0027]FIG. 5 is a flow chart illustrating a method 500 of attaching afile to an electronic document in accordance with the inventivearrangements disclosed herein. The method 500 can begin in step 505where a request to attach a file to an electronic document can bereceived. In step 510, a GUI can be presented which enables a user toidentify a particular file to be attached to the electronic document andthe location of the file. In step 515, the filename and the location ofthe file can be received from the user. In step 520, the filename andthe location of the file, collectively the default location, can bestored for later use. As mentioned, the default location can be storedwithin the electronic document itself, within the attached file, withina data set of an application program, or the attachment updating system.In step 525, the specified file can be attached to the electronicdocument. For example, a copy of the file to be attached can be made andthen included with or attached to the electronic document.Alternatively, the originally identified file to be attached can beincluded with the electronic document.

[0028]FIG. 6 is a flow chart illustrating a method 600 of updating afile in an electronic document in accordance with the inventivearrangements disclosed herein. The method 600 can begin in a statewherein a file has already been attached to an electronic document, forexample as described in the method of FIG. 5. Accordingly, the method600 can begin in step 605 where a request to update one or moreattachments has been received after an attached file has been selected.

[0029] Proceeding to step 610, a determination can be made as to whetherthe request was to update from the default location. If so, the methodcan continue to step 615. If not, the method can continue to step 625.In step 615, the default location can be retrieved. For example,depending upon the implementation, the default location can be retrievedfrom the electronic document or from a data store operatively connectedto a computer communications network. After retrieving the defaultlocation, the method can continue to step 620, where a determination canbe made as to whether an updated version of the attached file exists atthe default location. If not, for example if the file has been moved ordeleted, the method can continue to step 625. If so, however, the methodcan continue to step 635.

[0030] In step 625, where the user requested the attached file beupdated from a newly specified location, or where the attached file wasnot found at the default location, the user can be queried for a newlocation. In step 630, the newly specified location, the locationdesignating the updated version, or a new file to replace the originallyattached file, can be received. The new location then can be saved asthe default location thereby replacing the previously specified defaultlocation. After completion of step 630, the method can continue to step635.

[0031] In step 635, the originally attached file can be removed ordetached from the electronic document. Thus, in step 640, the updatedversion of the originally attached file, which can include a new filereplacing the previously attached file and having a same name as theoriginal file, can be attached to the electronic document as specifiedby the default location.

[0032] It should be appreciated by those skilled in the art, that in thecase where multiple files have been attached to an electronic document,the user can select one or more of the attached files. Accordingly, theuser then can select the “update from default location” to update eachof the attached files in a single step rather than individuallyselecting the “update from default location” for each attached fileindividually. Notably, depending upon the location of the originallyattached files, each of the attached files can be updated from a singlelocation or each file can be updated from its own respective location.Additionally, multiple attached files can be updated from a new locationif the location is the same for each of the files being updated. In anycase, it should be appreciated that the GUIs disclosed herein can beembodied in other forms. For example, individual single actionactivatable icons can be provided for each of the attachment updatingfunctions disclosed herein. Thus, a user can update one or more attachedfiles from a default location with a single action.

[0033] The present invention can be realized in hardware, software, or acombination of hardware and software. The present invention can berealized in a centralized fashion in one computer system, or in adistributed fashion where different elements are spread across severalinterconnected computer systems. Any kind of computer system or otherapparatus adapted for carrying out the methods described herein issuited. A typical combination of hardware and software can be a generalpurpose computer system with a computer program that, when being loadedand executed, controls the computer system such that it carries out themethods described herein.

[0034] The present invention also can be embedded in a computer programproduct, which comprises all the features enabling the implementation ofthe methods described herein, and which when loaded in a computer systemis able to carry out these methods. Computer program in the presentcontext means any expression, in any language, code or notation, of aset of instructions intended to cause a system having an informationprocessing capability to perform a particular function either directlyor after either or both of the following: a) conversion to anotherlanguage, code or notation; b) reproduction in a different materialform.

[0035] This invention can be embodied in other forms without departingfrom the spirit or essential attributes thereof. Accordingly, referenceshould be made to the following claims, rather than to the foregoingspecification, as indicating the scope of the invention.

What is claimed is:
 1. A method of updating a file attached to anelectronic document comprising: attaching a file to an electronicdocument; storing a reference to the attached file, said referencespecifying a location from which the attached file was obtained; andresponsive to a user input, replacing the attached file with a filespecified by said reference.
 2. The method of claim 1, said attachingstep comprising: making a copy of said file; and including said copy ofsaid file with said electronic document.
 3. The method of claim 1, saidattaching step comprising: including said file with said electronicdocument.
 4. The method of claim 1, said storing step comprising:storing said reference within said electronic document.
 5. The method ofclaim 1, said storing step comprising: storing said reference withinsaid attached file.
 6. The method of claim 1, wherein said replacingstep replaces the attached file responsive to a single user command. 7.The method of claim 1, said replacing step comprising: replacing saidattached file with a file selected from the group consisting of anupdated version of the attached file and a different file.
 8. The methodof claim 7, further comprising: prior to said step of replacing theattached file, replacing said reference with a second user specifiedreference, said second reference specifying a different location of afile to be used in said replacing step.
 9. The method of claim 1,further comprising: if said replacing step is unsuccessful, requesting anew location of the file to be used in the updating step.
 10. The methodof claim 1, wherein said storing step comprises storing a fullyqualified location and a filename of the attached file.
 11. The methodof claim 1, further comprising: displaying said location of the attachedfile.
 12. A system for updating a file attached to an electronicdocument comprising: a capture processor configured to capture and storethe location of an attached file; a graphical user interface configuredto display at least one option for updating the attached file from aparticular location; and a replacement processor configured to replacethe attached file with a file specified by a stored reference.
 13. Thesystem of claim 12, wherein said capture processor is further configuredto display the location of the attached file.
 14. The system of claim12, wherein said at least one option of updating the attached file isselected from the group consisting of updating the attached file from adefault location and updating the attached file from a new location. 15.A graphical user interface configured to update a file attached to anelectronic document, said graphical user interface including at leastone option for updating the attached file from a particular locationwherein said at least one option of updating the attached file isselected from the group consisting of updating the attached file from adefault location and updating the attached file from a new location. 16.A machine-readable storage, having stored thereon a computer programhaving a plurality of code sections executable by a machine for causingthe machine to perform the steps of: attaching a file to an electronicdocument; storing a reference to the attached file, said referencespecifying a location from which the attached file was obtained; andresponsive to a user input, replacing the attached file with a filespecified by said reference.
 17. The machine-readable storage of claim16, said attaching step comprising: making a copy of said file; andincluding said copy of said file with said electronic document.
 18. Themachine-readable storage of claim 16, said attaching step comprising:including said file with said electronic document.
 19. Themachine-readable storage of claim 16, said storing step comprising:storing said reference within said electronic document.
 20. Themachine-readable storage of claim 16, said storing step comprising:storing said reference within said attached file.
 21. Themachine-readable storage of claim 16, wherein said replacing stepreplaces the attached file responsive to a single user command.
 22. Themachine-readable storage of claim 16, said replacing step comprising:replacing said attached file with a file selected from the groupconsisting of an updated version of the attached file and a differentfile.
 23. The machine-readable storage of claim 22, further comprising:prior to said step of replacing the attached file, replacing saidreference with a second user specified reference, said second referencespecifying a different location of a file to be used in said replacingstep.
 24. The machine-readable storage of claim 16, further comprising:if said replacing step is unsuccessful, requesting a new location of thefile to be used in the updating step.
 25. The machine-readable storageof claim 16, wherein said storing step comprises storing a fullyqualified location and a filename of the attached file.
 26. Themachine-readable storage of claim 16, further comprising: displayingsaid location of the attached file.